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Exporting Microsoft 365 Mailbox using Admin Console

1 day ago by null

Q: How can I export a Microsoft 365 mailbox using the Admin Console, and what are the steps involved in doing it properly?
A:
Exporting mailboxes from Microsoft 365 (formerly Office 365) isn't as straightforward as a typical download button in the Admin Console. However, with the right permissions and steps, it's definitely doable. Here's a complete breakdown of how to export a mailbox using Microsoft 365 compliance features:

🔐 Step 1: Assign the eDiscovery Management Role
Before you can export any mailbox, you need to ensure you have the correct permissions:

  1. Go to the Microsoft Purview compliance portal: https://compliance.microsoft.com
  2. Navigate to Permissions > Roles.
  3. Edit the eDiscovery Manager role group.
  4. Add yourself as a member of this group.
  5. Wait for permissions to apply (may take up to 24 hours).

🕵️ Step 2: Create a Content Search (eDiscovery Search)

  1. Go to Content Search under Solutions > Content search.
  2. Click + New Search.
  3. Give the search a name and description.
  4. Under Locations, choose “Specific locations” and select the mailboxes you want to export.
  5. Apply filters if needed (keywords, date ranges, etc.), or just leave blank to export the entire mailbox.
  6. Click Submit to start the search.

💾 Step 3: Export the Mailbox Data
Once the search completes:

  1. Open your search from the Content search dashboard.
  2. Click on Actions > Export results.
  3. Choose Export all items, then click Export.
  4. Go to the Export tab, find your job, and download the Export Key.
  5. Use the Microsoft Edge browser and download the eDiscovery Export Tool (the button appears automatically).
  6. Enter the Export Key and select the download location.
  7. The tool will download the data in PST format.

📌 Important Notes:
• This process does not happen through the basic Microsoft 365 Admin Center interface alone—you must go through the compliance portal.
• The PST file can be large, depending on mailbox size.
• Only users with eDiscovery Manager permissions can export mailboxes.
• Microsoft does not allow direct mailbox export from Exchange Admin Center anymore for compliance reasons.

🛠️ Need an Easier Alternative?
If you're looking for a simpler, faster, or automated way to export multiple mailboxes (especially for migration or backup), consider using third-party tools like Shoviv Office 365 Backup Software, which supports:
• Bulk mailbox exports
• Incremental backups
• Scheduled tasks
• Direct PST exports without complex permissions

More Reads by Shoviv:

  1. Export Microsoft 365 Mailbox
  2. Restore Office 365 mailbox
  3. Download Emails from Outlook
  4. Archive emails in Outlook 365
  5. Export Office 365 Mailbox to MBOX